Contractor Care Administrative Assistant | U.S. Contractor Support & Payroll Coordination

Office Beacon ASPL · Bangalore, India

Hybrid | Mid-Level | Office Beacon India | Recruitment | Consulting

We are looking for a highly organized, responsive, and detail-oriented Contractor Care Administrative Assistant to support contractors throughout their placement lifecycle.

You will serve as a key point of contact for contractors after placement, ensuring timely communication, follow-up, and administrative support throughout their assignment.

The role involves contractor check-ins, timesheet follow-up, contractor queries, payroll onboarding and offboarding, extensions and terminations, CRM management, and coordination with internal teams and external vendors .

The ideal candidate is comfortable communicating with contractors by phone and email, managing multiple requests and deadlines, maintaining accurate records, and working with U.S. time zones .

• Serve as a primary point of contact for contractors after placement.
• Conduct Week 1 follow-ups and introduce yourself as the ongoing contractor-care contact.
• Conduct periodic contractor check-ins approximately every 3–4 weeks.
• Build and maintain professional relationships with contractors.
• Identify contractor concerns and escalate issues appropriately.
• Track open issues and ensure timely follow-up through resolution.

• Conduct weekly follow-ups for outstanding contractor timesheets.
• Communicate timesheet requirements, deadlines, and processes clearly.
• Respond to general questions regarding InTime timesheets and Employer of Record (EOR) processes .
• Assist contractors with general payroll-related questions.
• Escalate complex payroll or vendor matters through established procedures.
• Maintain accurate records of timesheet and payroll-related queries.

• Support contractor payroll onboarding and verify information provided by clients.
• Contact contractors by phone to confirm information and ensure requirements are understood.
• Follow up on missing or incomplete onboarding information.
• Maintain accurate contractor information in the CRM.
• Support contractor extensions and terminations.
• Communicate offboarding instructions and timelines.
• Follow up on outstanding equipment, documents, timesheets, and other requirements.
• Coordinate with internal teams to ensure onboarding and offboarding activities are completed accurately and on time.

• Respond promptly and professionally to contractor questions.
• Provide clear instructions based on established processes.
• Identify issues requiring escalation and route them to the appropriate internal team or external vendor.
• Track outstanding requests and ensure appropriate follow-up.
• Maintain accurate records of communications, actions, escalations, and resolutions.

• Maintain accurate and up-to-date contractor records in Itris CRM .
• Record contractor communications, check-ins, status updates, and follow-up actions.
• Maintain documentation related to onboarding, placements, extensions, terminations, and offboarding.
• Handle confidential contractor and client information professionally.
• Support administrative and process-improvement activities as required.

• Coordinate with Consultants, Support Staff, payroll teams, and other internal stakeholders.
• Work with external vendors regarding payroll, timesheets, EOR, and contractor support matters.
• Ensure important updates are communicated to the appropriate stakeholders.
• Follow established escalation procedures.
• Help ensure contractor-related issues move efficiently toward resolution.

• Previous experience in administrative support, contractor care, recruitment coordination, HR administration, payroll support, customer service, or a similar role
• Strong written and verbal English communication skills
• Comfortable communicating with contractors by phone, email, and other communication channels
• Strong organizational and time-management skills
• Excellent attention to detail and accuracy
• Strong follow-up and task-management skills
• Ability to manage multiple contractors, requests, and deadlines simultaneously
• Experience handling administrative records and maintaining accurate data
• Strong computer skills and ability to learn new systems quickly
• Ability to work independently and take ownership of assigned responsibilities
• Ability to handle confidential and sensitive information professionally
• Ability to work according to U.S. time zones

• Experience with Itris CRM
• Experience supporting U.S.-based clients or contractors
• Experience supporting LATAM-based contractors
• Experience with Employer of Record (EOR) processes
• Experience with contractor payroll administration or payroll support
• Experience with timesheet management
• Experience in recruitment, staffing, or talent solutions
• Experience coordinating with external payroll or EOR vendors
• Experience supporting contractor onboarding, extensions, and offboarding
• Experience working with distributed or offshore teams

We're looking for someone who is:

Organized → Responsive → Detail-Oriented → Strong Communicator → Proactive with Follow-Up → Comfortable with U.S. Time Zones

This is a contractor-care and administrative coordination role , not a pure recruitment or sourcing position.

The successful candidate will be comfortable handling recurring contractor communication, administrative follow-up, timesheet tracking, payroll-related coordination, CRM updates, and issue escalation.